HOA Dues Letter
Fill in the highlighted fields to create an HOA dues letter that tells homeowners how much they owe, when it is due and how to pay. You can edit it for free, then copy it or download a Word version.
[Date]
[Homeowner Name]
[Property Address]
Account number: [Account Number]
Re: [Billing Period] HOA assessment notice
Dear [Homeowner Name],
The board of [Name of Homeowners Association] has set the assessment for [Fiscal Year or Period] at $[Assessment Amount], billed [Billing Frequency]. Your next payment of $[Payment Amount] is due on [Due Date].
You can pay by [Payment Methods, for example "online at WEBSITE, by check payable to NAME, or by automatic bank draft"]. Payments received after [Grace Period End Date] may incur a late fee of $[Late Fee Amount], as provided in [Rule Citation].
Assessments fund [What Dues Cover, for example "insurance, landscaping, reserves and common-area maintenance"]. The approved budget is available from [Budget Location].
If your balance looks incorrect, or you need to arrange a payment plan, please contact [Contact Name] at [Phone or Email] before the due date.
Sincerely,
[Sender Name]
[Sender Title]
[Name of Homeowners Association]
What an HOA dues letter does
An HOA dues letter announces what each homeowner owes the association for a billing period, when it is due and how to pay. It is the routine notice that keeps assessments current. A clear one reduces late payments, so fewer owners need a reminder or a delinquency letter later.
What to include
- The amount and frequency. State the assessment, how often it is billed and the amount now due.
- Due date and grace period. Say when payment is late and what the late fee is.
- Payment methods and payee. Include the address, online portal or bank draft details.
- What dues cover. A short list builds trust and shows owners where the money goes.
- Where to find the budget. Many states give owners the right to see it.
- A contact for questions and for payment-plan requests.
- The authority. Cite the governing document that allows the assessment and any late fee.
Where this letter sits in the dues process
The dues letter comes first. Missed payments follow a sequence: a friendly reminder, a late fee letter, a delinquent dues letter, and a pre-lien letter. Rate changes use the dues increase letter, and extra costs use the special assessment letter. Owners who cannot pay can send a hardship letter, and the annual meeting letter and budget cover letter usually go out before new rates apply.
Mistakes to avoid
- Missing due dates or late-fee terms, which makes later enforcement harder.
- Charging fees the documents do not allow. Confirm the declaration and state law.
- Mixing notices, such as a past-due balance and a rate increase, in a single letter.
- No route for questions, which prompts disputes that could have been resolved by a call.
Common questions
How often should an HOA send a dues letter?
At least as often as it bills. Monthly, quarterly and annual schedules each need a notice, though many associations use statements or online portals for monthly billing.
Can an HOA add a late fee?
Only if the governing documents or state law allow it. State the fee and its source in the letter.
Do owners have a right to see the budget?
Many states give owners access to association records, including the budget. Check yours, and say where owners can find it. A records request letter puts the request in writing.
This page gives general information and sample wording. It is not legal advice, and requirements differ by state and by association.